RFQ 26128-A Public Works Office Cleaning

GENERAL TERMS AND CONDITIONS
RFQ #26128-A Public Works Office Cleaning
1. Definitions:
a. Responder: A company or individual who submits a quote in response to this RFQ.
b. Successful Responder: The Responder that is awarded a contract.
c. Contractor: The Successful Responder, upon execution of the contract.
d. County: Fayette County, Georgia.
2. Quote is Offer to Contract: Each quote constitutes an offer to become legally bound to a
contract with the County, incorporating the Request for Quotes and the Responder's quote.
The binding offer includes compliance with all terms, conditions, special conditions,
specifications, and requirements stated in the Request for Quotes, except to the extent that a
Responder takes written exception to such provisions, and the County agrees to the
exceptions. All such terms, conditions, special conditions, specifications, and requirements will
form the basis of the contract. The Responder should take care to answer all questions and
provide all requested information, and to note any exceptions in the quote submission. Failure
to observe any of the instructions or conditions in this Request for Quotes may result in
rejection of the quote.
3. Binding Offer: To allow sufficient time for a contract to be awarded, each quote shall constitute
a firm offer that is binding for ninety (90) days from the received by date to the date of award.
4. References: Include with your quote a list of three (3) jobs that your company has done that
are of the same or similar nature to the work described in this Request for Quotes, on the
form provided. Include all information as requested on the form.
5. Preparation Costs: The Responder shall bear all costs associated with preparing the quote.
6. More Than One Quote: Do not submit alternate quotes or options, unless requested or
authorized by the County in the Request for Quotes. If a Responder submits more than one
quote without being requested or authorized to do so, the County may disqualify the quotes
from that Responder, at the County's option.
7. Defects or Irregularities: The County reserves the right to waive any defect or irregularity in any
quote received. In case of a discrepancy between unit prices and extended prices, the unit
price will govern unless the facts or other considerations indicate another basis for correction of
the discrepancy.
8. Prices Held Firm: Prices quoted shall be firm for the period of the contract, unless otherwise
specified in the quote. All prices for commodities, supplies, equipment, or other products shall
be quoted FOB Destination, Fayette County or job site.
9. Non-Collusion: By responding to this Request for Quotes, the Responder represents that the
quote is not made in connection with any competing Responder, supplier, or service provider
submitting a separate response to this Request for Quotes, and is in all respects fair and

without collusion or fraud.
10. Ethics - Disclosure of Relationships: Before a proposed contract in excess of $10,000.00 is
recommended for award to the Board of Commissioners or the County Administrator, or
before the County renews, extends, or otherwise modifies a contract after it has been
awarded, the Contractor must disclose certain relationships with any County Commissioner or
County Official, or their spouse, mother, father, grandparent, brother, sister, son or daughter
related by blood, adoption, or marriage (including in-laws). A relationship that must be
reported exists if any of these individuals is a director, officer, partner, or employee, or has a
substantial financial interest the business, as described in Fayette County Ordinance Chapter 2,
Article IV, Division 3 (Code of Ethics).
If such relationship exists between your company and any individual mentioned above,
relevant information must be presented in the form of a written letter to the Director of
Purchasing. You must include the letter with any bid, proposal, or price quote you submit to
the Purchasing Department.
In the event that a Contractor fails to comply with this requirement, the County will take action
as appropriate to the situation, which may include actions up to and including rejection of the
bid or offer, cancellation of the contract in question, or debarment or suspension from award
of a County contract for a period of up to three years.
11. Evaluation: Award will be made to the lowest responsive, responsible Responder, taking into
consideration payment terms, vendor qualifications and experience, quality, references, any
exceptions listed, and/or other factors deemed relevant in making the award. The County may
make such investigation as it deems necessary to determine the ability of the Responder to
perform, and the Contractor shall furnish to the County all information and data for this purpose
as the County may request. The County reserves the right to reject any item, any quote, or all
quotes, and to re-solicit for pricing.
12. Payment Terms and Discounts: The County's standard payment terms are Net 30. Any
deviation from standard payment terms must be specified in the resulting contract, and both
parties must agree on such deviation. Cash discounts offered will be a consideration in
awarding the quote, but only if they give the County at least 15 days from receipt of invoice to
pay. For taking discounts, time will be computed from the date of invoice acceptance by the
County, or the date a correct invoice is received, whichever is the later date. Payment is
deemed made, for the purpose of earning the discount, on the date of the check.
13. Trade Secrets - Confidentiality: If any person or entity submits a bid, proposal, or quote that
contains trade secrets, an affidavit shall be included with the bid, proposal, or quote. The
affidavit shall declare the specific included information which constitutes trade secrets. Any
trade secrets must be either (1) placed in a separate envelope, clearly identified and marked as
such, or (2) at a minimum, marked in the affidavit or an attached document explaining exactly
where such information is, and otherwise marked, highlighted, or made plainly visible. See
O.C.G.A. 50-18-72 (A)(34).
14. Trade Secrets - Internal Use: In submitting a quote, the Responder agrees that the County may
reveal any trade secret materials contained in the quote to all County staff and officials involved
in the selection process, and to any outside consultant or other third parties who may assist in

the selection process. The Responder agrees to hold harmless the County and each of its
officers, employees, and agents from all costs, damages, and expenses incurred in connection
with refusing to disclose any material which the Responder has designated as a trade secret.
15. Contract Execution & Notice to Proceed: After an award is made, and all required documents
are received by the County, and the contract is fully executed with signature of both parties,
the County will issue a written Notice to Proceed. The County shall not be liable for payment of
any work done or any costs incurred by any Responder prior to the County issuing the Notice to
Proceed.
16. Term of Contract: The initial term of this agreement shall begin July 1, 2026, and continue
through June 30, 2027. Thereafter, this agreement may be renewed by the County for two
additional one-year renewal terms (each a "Renewal Term" and together with the Initial Term,
the "Term"), which renewal will be by letter or other written correspondence from the County
to the Contractor ninety (90) days prior to expiration of the Initial Term or the then-current
Renewal Term. If the County fails to provide notice of renewal, this Agreement will terminate at
the end of the Initial Term or the then-current Renewal Term. This agreement is subject to the
multi-year contractual provisions of O.C.G.A. 36-60-13(a).
17. Unavailability of Funds: This contract will terminate immediately and absolutely at such time
as appropriated and otherwise unobligated funds are no longer available to satisfy the
obligations of the County under the contract.
18. Insurance: The Successful Responder shall procure and maintain the following insurance,
to be in effect throughout the term of the contract, in at least the amounts and limits as
follows:
a. General Liability Insurance: $1,000,000 combined single limit per occurrence,
including bodily and personal injury, destruction of property, and contractual
liability.
b. Automobile Liability Insurance: $1,000,000 combined single limit each occurrence,
including bodily injury and property damage liability.
c. Worker's Compensation & Employer's Liability Insurance: Workers Compensation
as required by Georgia statute.
Before a contract is executed, the Certificates of Insurance for all required coverage shall
be submitted to the County. The certificate shall list an additional insured as follows:
Fayette County, Georgia
140 Stonewall Avenue West
Fayetteville, GA 30214
19. Unauthorized Performance: The County will not compensate the Contractor for work
performed unless the work is authorized under the contract, as initially executed or as

amended.
20. Assignment of Contract: Assignment of any contract resulting from this Request for Quotes will
not be authorized, except with express written authorization from the County.
21. Indemnification: The Contractor shall indemnify and save the County and all its officers, agents
and employees harmless from all suits, actions, or other claims of any character, name and
description brought for or on account of any damages, losses, or expenses to the extent caused
by or resulting from the negligence, recklessness, or intentionally wrongful conduct of the
Contractor or other persons employed or utilized by the Contractor in the performance of the
contract. The Contractor shall pay any judgment with cost which may be obtained against the
County growing out of such damages, losses, or expenses.
22. Severability: The invalidity of one or more of the phrases, sentences, clauses or sections
contained in the contract shall not affect the validity of the remaining portion of the
contract. If any provision of the contract is held to be unenforceable, then both parties
shall be relieved of all obligations arising under such provision to the extent that the
provision is unenforceable. In such case, the contract shall be deemed amended to the
extent necessary to make it enforceable while preserving its intent.
23. Termination for Cause: The County may terminate the contract for cause by sending written
notice to the Contractor of the Contractor's default in the performance of any term of this
agreement. Termination shall be without prejudice to any of the County's rights or remedies
by law.
24. Termination for Convenience: The County may terminate the contract for its convenience at
any time with 10 days' written notice to the Contractor. In the event of termination for
convenience, the County will pay the Contractor for services performed. The County will
compensate partially completed performance based upon a signed statement of completion.
25. Force Majeure: Neither party shall be deemed to be in breach of the contract to the extent that
performance of its obligations is delayed, restricted, or prevented by reason of any act of God,
natural disaster, act of government, or any other act or condition beyond the reasonable
control of the party in question.
26. Governing Law: This agreement shall be governed in accordance with the laws of the State of
Georgia. The parties agree to submit to the jurisdiction in Georgia, and further agree that any
cause of action arising under this agreement shall be required to be brought in proper venue in
Fayette County, Georgia.
27. Open Records Act: In the event that the Contractor receives, and responds to, a request for
information as provided in Georgia's Open Records Act (O.C.G.A. 50-18-70 et seq.), the
Contractor shall promptly provide the County the same information provided to the initiator of
the request for information. Contractor shall email such information to the county's Custodian
of Records at tsmith@fayettecountyga.gov.

Checklist of Required Documents
(Be Sure to Return This Checklist and
the Required Documents in the order listed below)
RFQ #26128-A Public Works Office Cleaning
Company information - on the form provided __________
Contractor Affidavit under O.C.G.A. 13-10-91(b)(1) __________
Pricing sheet __________
List of exceptions, if any - on the form provided __________
References - on form provided __________
Addenda, signed, if any are issued __________
COMPANY NAME: ______________________________________________________

COMPANY INFORMATION
RFQ #26128-A Public Works Office Cleaning
A. COMPANY
Company Name: _________________________________________________
Physical Address: ________________________________________________
_______________________________________________________________
Mailing Address (if different): ______________________________________
_______________________________________________________________
Website (if applicable): ____________________________________________
B. AUTHORIZED REPRESENTATIVE
Signature: _______________________________________________________
Printed or Typed Name: ____________________________________________
Title: ___________________________________________________________
E-mail Address: __________________________________________________
Phone Number: __________________________________________________
C. PROJECT CONTACT PERSON
Name: _________________________________________________________
Title: __________________________________________________________
E-mail Address: __________________________________________________
Phone Number: __________________________________________________

REFERENCES
RFQ #26128-A Public Works Office Cleaning
Please list three (3) references for current or recent customers who can verify the quality of service your
company provides. Projects of similar size and scope are preferable.
1. Government/Company Name ________________________________________________
City & State ________________________________________________________________
Work or Service Provided_____________________________________________________
Approximate Completion Date _________________________________________________
Contact Person and Title ______________________________________________________
Phone _________________________ Email ____________________________________
2. Government/Company Name _______________________________________________
City & State _______________________________________________________________
Work or Service Provided_____________________________________________________
Approximate Completion Date ________________________________________________
Contact Person and Title _____________________________________________________
Phone _________________________ Email ____________________________________
3. Government/Company Name _______________________________________________
City & State ________________________________________________________________
Work or Service Provided_____________________________________________________
Approximate Completion Date ________________________________________________
Contact Person and Title _____________________________________________________
Phone _________________________ Email ____________________________________
COMPANY NAME: _______________________________________________________

Contractor Affidavit under O.C.G.A. 13-10-91(b)(l)
The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A 13-10-91 related
any contract to which Contractor is a party that is subject to O.C.G.A. 13-10-91 and hereby verifies its
compliance with O.C.G.A. 13-10-91, attesting as follows:
a) The Contractor has registered with, is authorized to use and uses the federal work authorization
program commonly known as E-Verify, or any subsequent replacement program;
b) The Contractor will continue to use the federal work authorization program throughout the
contract period, including any renewal or extension thereof;
c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the
federal work authorization program during the contract period, including renewals or extensions
thereof;
d) The Contractor understands that ceasing to utilize the federal work authorization program
constitutes a material breach of Contract;
e) The Contractor will contract for the performance of services in satisfaction of such contract only
with subcontractors who present an affidavit to the Contractor with the information required by
O.C.G.A. 13-10-91(a), (b), and (c);
f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any
contract(s) subject to the provisions of O.C.G.A. 13-10- 91 for the project listed below to
which Contractor is a party after the date hereof without further action or consent by Contractor;
and
g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and
identification cards required pursuant to O.C.G.A. 13-10-91 to the public employer within five
business days of receipt.
_____________________________________________ ________________________________
Federal Work Authorization User Identification Number Date of Authorization
_____________________________________________ RFQ #26128-A PUBLIC WORKS OFFICE CLEANING
Name of Contractor Name of Project
Fayette County, Georgia_________________________
Name of Public Employer
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on _________, _____, 20_____ in _______________ (city), __________ (state).
_____________________________________________
Signature of Authorized Officer or Agent
_____________________________________________
Printed Name and Title of Authorized Officer or Agent
SUBSCRIBED AND SWORN BEFORE ME
ON THIS THE _______ DAY OF _____________, 20______.
__________________________________________________
NOTARY PUBLIC
My Commission Expires: _____________________________

SCOPE AND SPECIFICATION
RFQ #26128-A Public Works Office Cleaning
Fayette County is seeking quotes from qualified contractors for janitorial services of the Public
Works offices. The successful contractor shall submit a report listing the cleaning completed
and indicating on which date the weekly and monthly cleanings are performed. The successful
contractor is responsible for notifying the office when supplies such as garbage bags, toilet
tissue and paper towels are running low. Leave a message for Rhonda Coots at 770-320-6011
for more supplies.
LOCATION: PUBLIC WORKS
115 McDonough Road, Fayetteville, GA 30214
FREQUENCY: Two (2) times per week.
CLEANING DAYS: Tuesday's and Thursday's after 5:30pm
SQUARE FOOTAGE: Main building ~ 3,145 square feet.
Staff trailers (3) ~ 1,890 square feet
5,035 Total square feet
SCOPE OF WORK
1. The contractor and its employee(s) that will be providing cleaning services and entering
County Offices shall pass a Criminal History Background check that will be administered
by the Fayette County Marshal's Office.
2. Contractor shall provide schedule with times each site will be cleaned each day.
3. Contractor shall submit completed weekly reports to the departments listing the cleaning
completed and indicating on which date the weekly cleanings were performed. County
personnel will periodically inspect sites during the time cleaning crew is on the premises.
4. Contractor certifies that there will be adequate manpower available on days and times
specified to clean each building.
5. Contractor shall maintain high standards of cleanliness in performance, and it is
specifically understood that the cleaning specifications will not be construed as complete,
but all cleaning services necessary to maintain the building(s) in a "good housekeeping
manner" to the County's complete satisfaction shall be included.
6. Contractor shall comply with all applicable O.S.H.A. laws and regulations. The
contractor shall furnish the necessary personnel and training for the services to be
provided, such personnel are to be employees of the Contractor.
7. The Contractor and its employees shall have a picture identification badge to identify
them with the Contractors name upon it while on premises. Contractor and its employees
shall be dressed professionally while on site.